Administrative Assistant to the Head of Middle School and Middle School Registrar

About Saint Andrew’s School:

Saint Andrew's School is an independent, co-educational school for grades PK-12, Saint Andrew's is both a day school and a boarding school, educating students from across the United States and throughout the world. As a college preparatory school in the Episcopal tradition, Saint Andrew's welcomes students of all faiths, customs, cultures, and beliefs. "Honor Above All," academic excellence and education in Mind, Body, and Spirit reflect Saint Andrew's experience. We are committed to educating the "whole child" while instilling a dedication to lifelong learning. 

Saint Andrew’s School employees are committed to the mission to provide educational excellence in an inclusive community, fostering lifelong learning and nurturing each individual in mind, body, and spirit in the Episcopal tradition. 

Position Summary:
The Middle School Administrative Assistant/Registrar is responsible for supporting the Head of the Middle School and ensuring the smooth functioning of the Middle School office. In addition, they are responsible for the maintenance of Middle School student records, as well as ensuring the integrity and accuracy of all registration and transcript records of incoming, current, and former students. The Registrar facilitates student registration and enrollment; and organizes and maintains up-to-date course waitlists. This position advises students, families, and faculty/staff on registration matters; compiles relevant student data as needed; and interprets and enforces policies and regulations of the school. This position also assists with student supervision duties, as needed.

Duties and Responsibilities:

Administrative Assistant Duties and Responsibilities: 

• Serve as a member of the Middle School Office Team and participate in weekly planning meetings
• Provide coverage of the Middle School office in the absence of the Receptionist 
• Collaborate with the Receptionist to manage projects, as needed
• Calendar and Meeting Management 
  • Schedule meetings for Middle School teams and the Middle School leadership team members in collaboration with the Head of Middle School 
  • Co-curate the Middle and Upper School annual planner Google Calendar 
  • Manage bi-annual parent-teacher conference scheduling 
  • Maintain minutes for the team-leader meeting group
• Professional Development 
  • Keep up to date on trends in the industry with regard to the registrar/administrative assistant’s role, including related technologies
• Event Management
  • Liaise with internal and external constituents to support Middle School events (i.e., security, catering, transportation, custodial services, photography, etc.)
  • Attend and/or participate in Middle School events, as needed
  • Support overnight trip coordination in collaboration with the Director of Global Engagement and the Head of Middle School 
  • Coordinate with personnel in Lower and Upper Schools to compile communications relating to shared events
• Substitute Support
  • Communicate substitute work hours records to the Business Office for payroll purposes
• Other projects and duties as assigned, including student supervision
   

Middle School Registrar Duties and Responsibilities: 

• Schedule and Information Management for Middle School 
  • Collaborate with the Dean of Studies and Upper School Registrar on the creation of the Middle School master schedule. This includes building and maintaining course sections, student registration, course guide changes in the SMS system; and helping resolve scheduling conflicts 
  • Support the collection and management of data required for the schedule build including student registration requests and placement recommendations 
  • Produce timely and accurate statistics including class rosters, enrollment information, and other reports to inform campus decision-making and planning 
  • Manage and monitor all aspects of the student database (Blackbaud) that have an impact on records and registration, including training new staff and helping existing staff increase skill levels with regard to its use 
  • Address student and family questions concerning academic schedules
  • Support the collection, dissemination, and analysis of data residing in the Registrar’s Office (those pertaining to grades, academic achievement, scheduling, etc.) as requested by the Head of Middle School and other administrators

• Maintenance of Middle School Academic Records
  • Process official transcript requests
  • Oversee the collection, proofreading, and distribution of grades and teacher/advisor comments at all marking periods
  • Acquire parental permissions and manage the process of collecting and archiving references and recommendations for students
• Testing
  • Coordinates the schedule, set-up, and proctoring assignments for standardized tests 
  • Maintain student rosters within testing databases 
  • Provide necessary testing program access and related training to new faculty 
  • Support the admissions process by scheduling and administering placement testing, as needed
• Data Collection and Processing 
  • Prepare reports for the Head of Middle School, Dean of Students, and other administrators regarding standardized testing results and behavior management statistics

• Bachelor’s degree in a relevant field and/or relevant experience required
• 3-5 years of related work experience, preferably in an independent school setting 
• Experience with Blackbaud, Student Information Systems (SIS) Learning Management Systems (LMS), or Major Database Management Systems is strongly preferred
• Proficient in Google Suite, including Gmail, Docs, Sheets, and Slides
• Excellent organizational and oral and written communication skills
• Strong attention to detail 
• Well-developed interpersonal skills and the ability to de-escalate situations, when necessary 
• Commitment to maintaining confidentiality of sensitive to highly confidential information
• Ability to work independently with initiative, as well as part of a team
• Demonstrated history of working effectively with people of diverse backgrounds and promoting a positive work environment
• Commitment to a growth mindset and continuous professional development

Physical Demands:  Must be able to sit, stand, walk, bend, lift, and for the majority of the work day. May be required to lift up to 25 pounds.

Saint Andrew’s School is committed to providing equal opportunity in all employment practices without regard to age, gender, race, religion, color, sexual orientation, gender identity or expression, national origin, ancestry, citizenship status, marital or familial status, pregnancy, disability or handicap, genetic information, military status, or any other protected status in accordance with the requirement of all federal, state, and local laws. 

Saint Andrew’s is a drug-free workplace. All employees must successfully maintain an acceptable Level II criminal background check.  Saint Andrew’s School may, at its discretion, modify or adjust the position to meet the school’s changing needs.